What to Buy for a Horse Fair

A horse fair needs more than stalls and tables. You’ll need a practical setup for exhibitors, visitors, demonstrations, refreshments and payments, with supplies ready before the venue opens. Plan seating and shade for visitors, clear routes around the horse areas, and enough serving equipment for busy periods. This shopping list covers the core items to bring or buy, including reusable tableware, cooling equipment, power supplies, signage and basic event furniture.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 40
Conesqty 24
Stoolsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 2
Lightingqty 12
Battery chargersqty 4

Decorations

Horse postersqty 20
Buntingqty 12
Fabric table runnersqty 20
Balloonsqty 100
Flower arrangementsqty 8
Directional signsqty 16
Program boardsqty 6

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 3
Serving utensilsqty 12
Coolersqty 4
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 8

Cleaning

Broomsqty 4
Trash binsqty 12
Mopsqty 4
Bucketsqty 4
Hand broomsqty 6
Dustpan and brushqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 6
Fire extinguishersqty 4
First aid blanketsqty 4

Registration

Registration desk
Name badgesqty 150
Pensqty 30
Clipboardsqty 10
Wristbandsqty 300
Cash boxesqty 2
Payment rollsqty 6

Animal supplies

Horse water troughsqty 8
Hay netsqty 8
Lunge linesqty 4
Horse poop bagsqty 300
Wheelbarrowsqty 2
Pitchforksqty 4
Stable haltersqty 8
Rope rollsqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea selection - 8 boxes
- Sugar - 4 kilogram
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemons - 3 kilogram
- Herbal tea - 4 boxes
- Brown rolls - 120 pieces
- White rolls - 80 pieces
- Whole wheat bread - 12 loaves
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Butter - 2 kilograms
- Jam - 8 jars
- Honey - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Apples - 10 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Currant buns - 60 pieces
- Muesli bars - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 10 packs
- Gluten-free crackers - 6 packs
- Egg cakes - 6 packs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Olive oil - 2 liters
- Pepper - 2 jars
- Salt - 2 packs
- Herb mix - 4 jars
- Paper napkins - 1000 pieces
- Paper cups - 500 pieces
- Coffee stirrers - 500 pieces
- Wooden snack forks - 300 pieces
- Baking paper - 4 rolls
- Food containers - 40 pieces
- Aluminum foil - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfecting wipes - 8 packs
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Wooden disposable gloves - 4 boxes
- Hay - 12 bales
- Horse feed - 2 bags
- Horse treats - 4 bags
- Horse bedding - 8 bags
- Drinking water for horses - 200 liters
- Sunflower seeds for birds - 2 kilogram

Tips

Allow one table or market stall per exhibitor, plus at least one extra table for registration or information. Mark each booth before opening so exhibitors are not setting up in the visitor flow.
For refreshments, plan two to three drinks per person for the first hour, then adjust for the expected length of the fair. Chill drinks in coolers before doors open and keep a separate supply of coffee, cups and hot-water equipment.
Use one reusable drinking glass per guest at a time, with at least 20% extra for replacements and busy serving periods. Bring plates, cutlery and serving spoons if snacks or shared food are being offered.
Bring one extension cord and one power strip for each powered area, rather than running a single cable across the venue. Test coffee machines, kettles, lighting, speakers and payment terminals before exhibitors arrive.
Place barriers and cones around demonstration or horse-movement areas, leaving clear access for staff and emergency response. Prepare signs and the floor plan before opening, and keep battery chargers and spare power options together at the information point.

Frequently asked questions

What do I need for a horse fair booth?: Allow one market stall or table per exhibitor, with a chair or stool where needed. Add signage, a floor-plan reference and any clothes racks or display furniture required by the exhibitors. Confirm the final booth count at least 7 days before the fair.
How many chairs do I need for a horse fair?: Plan seating for around 10% to 20% of expected visitors if the fair includes demonstrations, food or longer stays. Add one chair per exhibitor who needs to sit at a booth, then keep at least 10% extra available for changes. Finalise the layout 3 to 5 days before opening.
How much food and drink should I buy for a horse fair?: For drinks, budget two to three per person during the first hour, then add roughly one drink per person for each additional hour. Buy snacks for at least 75% of expected visitors if food is available throughout the event, and collect dietary requirements before placing the final order.
What equipment do I need for horse demonstrations?: Use crowd-control barriers and cones to define the demonstration area, with portable speakers, a microphone or megaphone for instructions. Allow at least one clear access route for horses and staff, and check the setup and sound equipment on the morning of the fair.

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